Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 SSID ENROLLMENT - BATCH Demonstration Essential 3c

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 This module includes the following: Batch Functionality – p. 4 Enroll Student – pp Modify Existing Students’ Data – pp File Maintenance – p. 19 Demonstrations – pp Contents 2

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 BATCH FUNCTIONALITY 3

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Introduction These files are used to enroll students and maintain their Profiles. They can be files from your SIS (consult with your SIS vendor) or an Excel Spreadsheet (instructions will be provided). Student Enrollment – SENR Student Information – SINF Student Program – SPGM Student English Language Acquisition – SELA FILE PROCESSING The fields and their relationships are defined in the CALPADS File Specifications (CFS) 4

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 ENROLL STUDENTS 5

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Students Step 1: Prepare Data (SSID Enrollment) – pp Step 2: Upload Files – pp Step 3: View Submission Status – pp Step 4: View and Post Passed Records – pp Step 5: Resolve and Post SSID Candidate Records – pp Step 6: Resolve Rejected Records – pp Step 7: Correct Rejected Records – pp Step 8: Reload Rejected Records – p. 50 STEPS FOR BATCH ENROLLMENT The steps to enroll students data are ….. 6

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Students REQUEST SSID The SENR file is used to …. search the ODS for an existing SSID request a new SSID submit a New SSID Enrollment update an existing enrollment exit students 7

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Students REQUEST SSID The SENR file contains …. Processing codes - Record Type, Transaction Code (Blank = Add/Update) Identifiers – Reporting LEA, School of Attendance, Academic Year Matching Criteria – Name, Gender, Birth Date, Birth Country, Primary Language, and SSID if known Other Student Information - Birth City, Birth State Province, Grade for SSID Enrollment Enrollment Fields – School Start Date, Enrollment Status Code Enrollment Update Fields – School Exit Date, Exit Reason Code, School Completion Status, Expected Receiver School of Attendance, Student Met All UC/CSU Requirements Indicator 8

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Students REQUEST SSID Matching Logic is used as follows …. When an SSID is included in the SSID Enrollment file – If the SSID is found in the ODS, the logic determines if the demographics submitted in the file match the demographics of the found SSID. If yes, CALPADS accepts the enrollment as an Enrollment update – either an enrollment in a subsequent school in the LEA or an update to an existing enrollment – If the SSID does not exist in ODS, matching logic is not used. An IVR will reject the record as “Invalid.” 9

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Students REQUEST SSID When no SSID is included in the SSID Enrollment file – The Matching Logic determines if the demographics submitted are a match to ODS demographics. A Match Status is presented for each student submitted. Match Status New = No demographics in ODS match the submitted demographics. Therefore a new SSID can be generated (New SSID Enrollment). Single = One SSID in the ODS is a Candidate. It has demographics that match the submitted demographics (100% match score). The user will determine if this Candidate is the student being enrolled (Existing SSID Enrollment). Multi = Multiple SSIDs in the ODS have demographics that match the student demographics. They are Candidates from which the user will determine if one is a match for the student being enrolled. If a match is indicated, the existing SSID will be assigned to the student being enrolled (Existing SSID Enrollment). 10

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Students PREPARING FOR BATCH SSID ENROLLMENT Prior to beginning batch SSID Enrollment for the current year, the following preparations are made: Manage Security Create/update any users who will upload batch data Determine who will have the capability to auto-post, if anyone, and assign the capability to the user’s security profile (i.e. User Account) Auto-Post A function available to authorized users that automatically posts enrollment records to the ODS for which the CALPADS Matching Logic returned an SSID Match Status of “New” or “Single” and that passed all the defined validations and rules processing. 11

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 MODIFY EXISTING STUDENTS’ DATA 12

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Modify Existing Student’s Data Student data is added/updated in CALPADS to reflect changes in: ADDING/UPDATING DATA Student Enrollment Student Information Student Programs Student English Language Acquisition Student Enrollment must be completed prior to modifying a student’s data. Therefore, after the SENR enrollments are processed (with or without SSIDs), the SINF, SPRG, SELA and any subsequent SENRs are submitted with the SSID to identify the student to modify. 13

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Modify Existing Student’s Data Step 1: Prepare Data (SSID Enrollment, Student Information, Student Program) – p. 22 Step 2: Upload Files – pp Step 3: View Submission Status – pp Step 4: View and Post Passed Records –pp Step 5: Resolve SSID Candidates/Post Records – pp Step 6: Resolve Rejected Records – pp Step 7: Correct Rejected Records – pp Step 8: Reload Rejected Records – p. 51 STEPS FOR BATCH MAINTENANCE The steps to modify students’ data are the same as the steps to enroll students, except that there is no step to Resolve SSID Candidates 14

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Modify Existing Student’s Data MODIFY ENROLLMENTS Validation RuleDescriptionError Level Mismatch of SSID Demographics for Enrollment Update If SSID is populated in the file and Reporting LEA owns the student (i.e. Enrollment Update) Then Student Gender Code and Student Date of Birth Year must equal existing ODS Student Gender Code and Student Date of Birth Year Fatal Student Enrollment Changes – Transfer students to new schools – Exit students from CA school – Record dropouts and graduates – Correct enrollment data Matching Logic Performed 15

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Modify Existing Student’s Data MODIFY STUDENT INFORMATION Validation RuleDescriptionError Level Mismatch of SSID Demographics for Student Information Update Student Gender Code and Student Date of Birth Year must equal existing ODS Student Gender Code and Student Date of Birth Year Or Student Legal First Name and Student Legal Last Name must equal existing ODS Student Legal First Name and Student Legal Last Name Fatal Student Information Changes – Add new information – Update existing information – Correct existing information Matching Logic Performed 16

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Modify Existing Student’s Data MODIFY STUDENT INFORMATION Validation RuleDescriptionError Level Invalid change in English Language Acquisition Status Code English Language Acquisition Status (ELAS) Code is being submitted, then the most recent ELAS Code currently stored in the CALPADS ODS must be a valid ELAS in combination with the subsequent ELAS being submitted. Fatal Student English Language Acquisition Changes – Add new information – Update existing information – Correct existing information Matching Logic Performed 17

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Modify Existing Student’s Data MODIFY PROGRAMS Validation RuleDescriptionError Level Mismatch of SSID Demographics Student Gender Code and Student Date of Birth Year must equal existing ODS Student Gender Code and Student Date of Birth Year Fatal Student Program Changes – Add new programs – Update existing programs – Correct existing programs Matching Logic Performed 18

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 FILE MAINTENANCE 19

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 File Maintenance ARCHIVING FILES When a file reaches the “Complete” status, it can be archived 20

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 DEMONSTRATION ENROLL STUDENTS 21

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 1: Prepare Data (SSID Enrollment) Example of an SSID Enrollment file with both scenarios: – New Student with an Existing SSID – New Students without Existing SSIDs Example File Summary: – Name: Test - SENR.xls – Records: 2 schools 46 enrollment records (2 with SSID, 44 without) 22

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 2: Upload Files 23

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 2: Upload Files (cont) 2-Enter a “Job Name” in the Job Name Textbox 3-Click “Browse” to select the SSID Enrollment file to upload from the “File Upload” dialogue box 4-Select “Submit” to upload the file to CALPADS > Select file to upload 1-Select “File Type” appropriate for file being uploaded 24

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 2: Upload Files (cont) - Note the assigned Job ID. It will be helpful in finding your Job/uploaded records in subsequent screens > View file upload results >Select the “View Submission Status” button to view the details of the file 25

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 3: View Submission Status File Status States DispositionDescription Upload Failed File did not pass the initial upload validations or rules processing In Queue File did pass the initial upload validations/rules processing and is waiting to be processed (Queue: the process waiting line for files) On Hold CDE has placed the file in a delay-process state In Process File is currently being processed by the system Ready for Review File has completed the initial submission processing and is ready for an authorized to review the results In Review File has completed the initial submission processing and an authorized user has reviewed the results, but has not made a selection on one or more sets of records in the file requiring user interaction Complete Passed records of a submitted file have been successfully processed and posted to the ODS Excluded Submitted records for a site(s) was (were) removed from the submission process and not posted to the ODS A file may be in one of the following possible states after the upload process or during the batch submission process 26

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 3: View Submission Status (cont) > View submission details and record status Note records passed and rejected 27

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 3: View Submission Status (cont) Note that Submission Status can be accessed from the Menu also 28 >Select “View Submission Status”

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 3: View Submission Status (cont) >Once the File Status indicates “Ready for Review or In Review”, click on the Job Name to view details > Access file details 29

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 3: View Submission Status (cont) > The file details present record status by school and track processing progress of the schools in the file > Click on “Passed” record count to view the details 30

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 4: View and Post Passed Records > View status of the enrollment requests View the counts of passed records by each Match Status for Requested SSIDs – Auto Post off View the counts of passed records that requested adds/ updates to enrollments (SSIDs included) Note that schools can be excluded > Click on “Enroll Summary” count to view details 31

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 4: View and Post Passed Records (cont) > View Enrollment Submission Summary by Key Elements 1-Click to expand and view the element count details 2-Click on Key Element Count link to view record details Note the Key Elements relating to Exits. Enrollment Adds and Updates can be processed together. 32

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 4: View and Post Passed Records (cont) > View student record details for each Key Element Verify the records that make up the selected Key Element Count >Click on “Return to Submission Summary" to view other key element details and post 33

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 4: View and Post Passed Records (cont) > Post enrollments with SSIDs submitted 1-Review all other Key Element counts and details of the counts 2-Click on Post School to post all updates for the school(s) shown. 3-Click on “Return to Passed Records” 34

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 5: Resolve SSID Candidates / Post Records > Select SSID Candidates to resolve by Match Status >Click on the “Multi” record count to view and resolve SSID candidates When Auto Post is turned off, LEAs are required to select single exact matches 35

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Disposition Codes DispositionDescription ReadyReady for selection SelectedA selection of an SSID or New SSID has been made PostedThe selected record and its resolution have been posted CancelledThe “None of the Above” option was selected FailedThe selected record and its resolution failed validation and were not posted Step 5: Resolve SSID Candidates/Post Records (cont) 36

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 5: Resolve SSID Candidates/Post Records (cont) > Reveal Candidates > Select the “Reveal” button to expand and select an SSID assignment option for each student Note record has a Disposition of “Ready” 37

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student > Select option for each Candidate 2-Select the appropriate checkbox: a)Assign SSID of a candidate shown b)Assign a New SSID c)None of the options shown 1-Select the “Reveal” button as needed to collapse / expand the SSID options and resolve the candidates 3-Click “Validate Selected” to save the selected options prior to moving to next group of 10 records Step 5: Resolve SSID Candidates/Post Records (cont) 38

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student > Post the Candidate options selected Step 5: Resolve SSID Candidates/Post Records (cont) > Select “Validate Selected” on each page to post the records with a disposition of “Save Selected” to the ODS prior to moving to the next page Note that Candidates can be downloaded for offline resolution. The resolved Candidates can be uploaded and the process resumes here. Note that all the records with selections made now have a disposition of “Selected” 39

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student > Download Posted Records Step 5: Resolve SSID Candidates/Post Records (cont) Note that posted records can be downloaded for input to local SIS > Click “File Details” breadcrumb to return Note that posted records now have a disposition of “Posted” 40

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 6: Resolve Rejected Records > Access Rejected Records > Click on “Rejected” record count to view the details Note that the posted school is indicated Note that the status of the posted school is Complete 41

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 6: Resolve Rejected Records (cont) > Reveal Rejected Records > Click on the “Reveal” button to expand and view the record details 42

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 6: Resolve Rejected Records (cont) > Examine Rejection Reasons > Select “Show” to display the details Note that rejected records can be downloaded 43

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 6: Resolve Rejected Records (cont) > Examine Student Records by Error Type View the students with rejected records >Click on the “View Details” button to view the input record 44

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 6: Resolve Rejected Records (cont) > View the Input Record > Click “Return to List” to view other errors This is the data in the upload file but not yet posted in CALPADS due to errors View all records with the same error 45

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 7: Correct Rejected Records *Types of Enrollment Errors Invalid Data Missing Data Inconsistent Data *Refer to CALPADS Error List 46

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student >Invalid Data Examples Validation RuleDescriptionError Level Invalid Grade and Elementary- Middle School Type Combination If School of Attendance is identified as institution type of ES (Elementary School) or MS (Middle School) then Grade Level Code must equal IN, PS, KN, 01, 02, 03, 04, 05, 06, 07, 08, 09, or UE Warning Invalid Reporting School School must be a valid code in CDSFatal Invalid Characters in Field Field must only contain Alphabetic letters, numbers, periods, hyphens and apostrophes Fatal >Invalid Data Resolution Correct in source and resubmit Refer to CALPADS Error List Step 7: Correct Rejected Records (cont) 47

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student >Missing Data Identification Validation RuleDescriptionError Level Missing NPS School If School of Attendance = Then School of Attendance NPS must be populated Fatal Missing Exit Reason If Student School Exit Date is populated then Student Exit Reason Code must be populated Fatal Missing Completion Status If Student Exit Reason Code = E230 (CompleterExit) Then Student School Completion Status Code must be populated Fatal Missing Expected School If School of Attendance = Alternative Education Then Expected School must populated Fatal >Missing Data Resolution Correct in source and resubmit Refer to CALPADS Error List Step 7: Correct Rejected Records (cont) 48

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Validation RuleDescriptionError Level Reenrolling Graduate within LEA If Student Exit Reason Code is blank then Student must not be marked as graduated in a previous enrollment within the LEA Fatal Reenrolling Graduate within CALPADS If Student Exit Reason Code is blank then Student must not be marked as graduated in a previous enrollment within CALPADS Warning >Inconsistent Data Resolution (e.g. Anomalies) 1)If “Fatal,” correct in source and resubmit 2)If “Warning,” work with other LEA to determine correction needed 3)Refer to CALPADS Error List for resolution of errors >Inconsistent Data Identification (e.g. Anomalies) Step 7: Correct Rejected Records (cont) 49

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 7: Correct Rejected Records Additional instructions on how to correct rejected records are provided in … CALPADS File Specifications (CFS) CALPADS Error List CALPADS Valid Code Combinations 50

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Enroll Student Step 8: Resubmit Rejected Records Upload an updated file with the corrected records and follow the steps as shown below: – Step 3 View Submission Status – Step 4 View Passed Records – Step 5 Select SSID Candidates / Post Records 51

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 MODIFY STUDENTS’ DATA 52

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Modify Students’ Data Step 1: Prepare Data (Student Information) Example of an Student Information file with – Grade Level changes – Address Changes Example File Summary: – Name: Trng 3 SINF xls – Records: 2 school 44 records 53

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Step 2: Upload Files Update Student Information and Student Program Data Use the same process as with the Student Enrollment batch file Post records to the ODS using the Key Element Summary counts of the file type Modify Students’ Data 54

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Step 2: Upload Files The Student Information, Student English Language Acquisition, and Student Program files can also be uploaded from the State Reporting tab. Modify Students’ Data Select “SSID Enrollment”, “Manage Submissions”, and then “File Upload” 55

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Modify Students’ Data Step 2: Upload Files Select either “Student Information” or “Student English Learner Acquisition Status” or “Student Program” as the file type from the File Type drop down list 56

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Modify Students’ Data Step 3: View Submission Status - pp Step 4: View Passed Records - pp * Step 5: Resolve Rejected Records/ Post Records – pp Step 6: Correct Rejected Records - pp Step 7: Resubmit Rejected Records – p. 51 * Refer to CALPADS Error List REMAINING STEPS 57

Essential 3c - SSID Enrollment - Batch Demonstration v1.0, September 09, 2014 Questions 58